Grants Administrator

The Pirbright Institute; Woking; On-site; GBP 25,000 - 35,000; Full time

Job description

Please send your CV alongside a Cover Letter to [e-mail]

Before applying, please consider all applicants must be eligible to work in the UK

About The Pirbright Institute

The Pirbright Institute delivers world-leading research to understand, predict, detect, and respond to viral disease outbreaks. We study viruses of livestock that are endemic and exotic to the UK, including zoonotic viruses, by using the most advanced tools and technologies to understand host-pathogen interactions in animals and arthropod vectors. Our major strength in understanding the immune systems of livestock provides a platform to control current diseases and respond to emerging threats.

Our Institute is made up of a dynamic and vibrant community of staff covering a diverse set of chosen fields, backgrounds, and experience. We all play a crucial role in furthering the Institute’s aspirations, advancing the frontiers of science and knowledge through our excellent scientific research, knowledge sharing and contribution; with a real focus in improving the world in which we live. Our outlook is always balanced by our strong sense of purpose, values and behaviours and an unwavering commitment to a ‘one Institute’ approach.

Organisation position and purpose

The post sits within the Grants and Science Administration Department, reporting to the Grant Funding Manager. The Grants Administrator will play a central role in the scientific administration of grant funded research projects, at all stages of the grant lifecycle, from application (pre-award) to completion (post-award). Working as part of a small team the Grants Administrator will contribute to the administration and management of the Institute’s funded research portfolio and will provide dedicated grant related administrative support to the Centre for Veterinary Innovation and Manufacturing (CVIM), working closely with the CVIM Manager. The Grants Administrator will be a pivotal member of the team, they will work with others across the Institute, including those in operational departments and the Science Directorate to ensure high quality administration and management of grants. The Grants Administrator will be part of a proactive, enthusiastic, and professional support team which is well established within the Institute.

Main duties and responsibilities:

Maintaining grant data and reporting:

1. Ensure that the Institute management information systems are up to date with grant information, and data is entered accurately on a near daily basis.
2. Maintain electronic records and filing systems ensuring robust audit trails are in place. This will be across the entire grant portfolio, including CVIM.
3. Assist in delivering data for a wide range of departmental reports, including regular monthly and quarterly reports as well as ad hoc requests.
4. Understand the data being collected and be able to advise on current data collection practices and improvements.

Support coordinating submission of grant applications and subsequent administration of awards:

Pre-Award

1. Working to ensure appropriate funding calls are highlighted to science staff across the Institute, along with communicating other departmental news and information through the monthly funding bulletin.
2. Lead on the administrative organisation and running of the internal Grant Review Team (GRT) meetings, including minute taking.
3. Assist with internal review and approval processes for new grant applications understanding the document requirements of a variety of national and international funders.
4. Manage Institute accounts for funder portals and be the departmental expert on fundamental actions such as grant submissions and project management.

Post Award

1. Liaise with internal staff (Science, Finance, HR) on various administrative aspects of projects, such as offer acceptances, start/end dates, and staffing changes. This is across the grant portfolio, with added support to CVIM.
2. Ensure databases and records are updated throughout the grant lifecycle.
3. Co-ordinate information sharing and internal approvals for post award project changes across the grant portfolio, understanding information requirements of different departments across the science and operations directorate with added support for CVIM.
4. Liaise with other departments (Finance and HR) to ensure that actions relating to post-award changes are complete.
5. Liaise with Group Leaders and other science staff on grant related matters.
6. Liaise with funders as appropriate on grant related queries and administration.

General administration

1. Manage records relating to the Institute Fellowship scheme and co-ordinate the review process for Institute Fellows as required.
2. Manage the departmental email inbox, directing and filing emails to the rest of the team as appropriate.
3. Represent the Grants Team on the Early Careers Forum and support Early Career Researchers with grant applications and subsequent projects.
4. Support and deputise for other members of the team as required and support the Head of Research and Innovation as required.

This job description is only an outline of the tasks, responsibilities and outcomes required of the role. The jobholder will carry out any other duties as may be reasonably required by their line manager. The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of The Pirbright Institute.

Personal Specification

For this role we are looking for someone who has experience of working in a fast-paced, dynamic support function, with a flexible approach and the strength of character to deal with a wide variety of tasks, at times under pressure. To be successful in the role you will need excellent communication skills (verbal and written), being able to communicate with a range of individuals, both internal and external, at all levels and across disciplines. You will need to be highly organised, have keen attention to detail, and have an ability to prioritise a diverse workload with competing demands. You will therefore need excellent time management skills. Experience in a similar role or similar environment would be an advantage.

This role will provide you with the opportunity to understand and experience how the grants administration cycle operates and play your part in helping the Institute to secure funding to continue delivering excellent science and extend our positive impact in the world.

Essential/Desirable requirements

1. 5 GCSEs (including Math's and English language).
2. Keen attention to detail.
3. Evidence of excellent oral and written communication skills, including the ability to communicate with senior members of staff, where required.
4. Excellent organisational skills.
5. Experience of database management systems.
6. Proficient in use of Microsoft Office.
7. Ability to manage competing priorities.
8. Proactive and reliable.
9. To be discreet with confidential information.
10. Ability to work independently, using own initiative.
11. Experience working in a similar environment, either in a research or higher education institute.
12. Experience with grant giving organisations.

Due to the nature of the work carried out by Pirbright, all successful applicants will be required to go through a comprehensive screening process including reference and qualification checks, financial and security clearances.

What we offer

1. Generous Group Personal Pension Scheme and life cover (subject to age and earnings).
2. 25 days annual leave per annum, pro rata, plus 10.5 public and privilege days.
3. Buy and sell annual leave.
4. Option to carry over up to two weeks annual leave.
5. Pirbright gym with subsidised membership.
6. Pirbright social club.
7. Pirbright Lifestyle Hub (employee discount site).
8. Cycle to work.
9. Subsidised employee restaurant.
10. Childcare allowance.
11. Free onsite parking.
12. Electric car charging facilities.

Due to the high volume of applications, we receive, if you have not heard from us within one month from closing date of the vacancy, then please contact us on [e-mail] for an update.